Free Subcontractor Invoice Template
Create a professional invoice in minutes
Bill the hiring contractor or business for subcontracted labor, materials or project work. An itemized invoice shows the work you completed and the amount due, helping you get paid.
Email, print or download your invoice as a PDF.
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Choose a Subcontractor Invoice Template
Each preview opens the invoice editor. Add the hiring contractor’s details and the work you are ready to bill.
Help the Hiring Contractor Match the Bill to Your Work
A subcontractor invoice requests payment from the contractor or business that hired you. Their billing details belong in the customer section, while the project name or site address identifies where you worked.
The person paying the bill may not have been on site. A clear description of your completed work, with the subcontract or work-order reference, helps them check the charges against the agreement.
How to Create a Subcontractor Invoice
Have the subcontract or work order nearby so you can use the agreed billing details and prices. Follow the numbered fields, then check the invoice before sending it.
- Identify Your Business: Enter your subcontracting business name and billing contact details.
- Add Your Logo: Add your subcontracting business logo so the billing team can recognize the invoice.
- Add the Hiring Contractor: Use the contractor or business responsible for paying your invoice.
- Check Number and Dates: Set the invoice date and agreed due date. Check the invoice number.
- List Your Completed Work: Describe the work you completed. Add quantities, hours, or fixed charges as agreed.
- Review the Invoice Total: Add tax or a discount when they apply. Check Docelf’s calculated total.
- Add References and Send: Use Terms and Conditions for job references and payment instructions. Review the invoice, then email it or download a PDF.
How to Fill In Subcontractor Invoice Line Items
Use the units from your agreement, such as hours or square feet, and name the unit in each description. For a fixed job price, enter a quantity of 1 with the agreed charge. Keep included labor or materials within that price; list them separately only when they are separately charged.
This fictional USD tile-installation invoice separates area-based labor from supplied materials. An illustrative 8% tax applies to the tile, grout, and adhesive, not labor. Check the tax treatment for your own subcontract.
| QTY | Description | Unit Price | Amount |
|---|---|---|---|
| 120 | Tile setting — square feet | $8.50 | $1,020.00 |
| 120 | Tile supplied — square feet | $3.25 | $390.00 |
| 1 | Grout and adhesive — job | $68.00 | $68.00 |
| Subtotal | $1,478.00 | |
| Sales Tax (8% example) | $36.64 | |
| Total | $1,514.64 |
What to Include in Subcontractor Invoice Terms
Use Terms and Conditions to connect the invoice to the subcontract and explain how to pay. The project reference and work period help the billing team match it to the right job, while the due date and payment method make the next step clear.
Keep these details consistent with the subcontract and include only terms you actually use. Follow the hiring contractor’s submission requirements, and check local requirements before adding fees or other conditions.
Replace the bracketed information with the details for this invoice.
Example: Terms and Conditions
- This invoice covers the listed work under subcontract [Reference] at [Project Address].
- Work period: [Start Date] to [End Date].
- Payment is due on [Due Date] by [Payment Method], under the agreed subcontract terms.
- Please include [Invoice Number] and [Project Reference] with payment.
Make Your Part of the Project Easy to Bill
Use your work records to describe the charges. Docelf handles the calculations. Send the invoice to the hiring contractor’s billing contact.
Include the References the Billing Team Needs
Before sending, check the billing contact and any records required with the invoice. A site supervisor may confirm the work while a different person handles payment.
The Hiring Business
Use its billing name and address. The property owner and site supervisor may be different from the customer paying you.
Subcontract or Work Order
Add the reference the hiring contractor uses. Include a purchase order number when they provided one for invoice matching.
Work Dates and Completed Tasks
Identify the work dates or completed tasks for this bill. Check earlier work-period invoices so you do not charge for the same work twice.
Supporting Records
Refer to the timesheet, measured quantities, or extra-work approval that supports your charges. Use the hiring contractor’s required payment form when an invoice alone is not enough.
Send the Bill With the Right Supporting Record
Attach an existing work record or breakdown when the hiring contractor needs it to review the bill. Docelf supports PDF, JPG, GIF, PNG, and WebP attachments up to 5 MB each. The recipient can download them with the invoice.
The purchase order number helps the contractor match the invoice to their order; Docelf does not link those documents automatically. If you already prepared an estimate or quote in Docelf, you can create an invoice from it and check the copied charges against the work being billed now.
Use the footer for your billing contact so the hiring contractor knows who can answer a question about the charges.
Follow Up With the Person Handling Payment
After emailing the invoice from Docelf, check its document history for delivery and opening information. Opening is not approval of the charges. If you need a payment update, contact the billing team with the invoice number and project reference.
Record the payment amount and date against the correct invoice. Docelf shows the remaining balance and marks the invoice Paid when fully paid. Create a receipt from the invoice after recording payment.
More Subcontractor Invoice Previews
These six previews open the same editor. Use your own logo, colors, and fonts, and add an industry name before the invoice title if it helps identify your trade.
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Blank Subcontractor Invoice Template
Create Free Invoice -
Simple Subcontractor Invoice Template
Create Free Invoice -
Standard Subcontractor Invoice Template
Create Free Invoice -
Itemized Subcontractor Invoice Template
Create Free Invoice -
Basic Subcontractor Invoice Template
Create Free Invoice -
Hourly Subcontractor Invoice Template
Create Free Invoice
Subcontractor Invoice Templates in Familiar File Formats
Use a free Word or Google Docs template to describe your part of the job. Choose Excel or Google Sheets for a spreadsheet of hours or measured quantities. Keep the hiring contractor’s references in either version.
- Word Invoice Template
- Google Docs Invoice Template
- Excel Invoice Template
- Google Sheets Invoice Template
For online invoices, Docelf supports USD, EUR, GBP, CAD, and AUD. Use the currency agreed in the subcontract, with prices entered in that currency.
Subcontractor Invoice FAQs
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Who do I address a subcontractor invoice to?
Address it to the contractor or business that hired you and is responsible for payment. Put the project address in the job details. Keep the hiring business’s billing information in the customer section, not the property owner’s details.
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Which reference numbers should I include?
Include the project and subcontract or work-order reference used by the hiring contractor. Add their purchase order number when they provided one. Keep your own invoice number clear for payment matching.
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Can I bill by the hour, by area, or at a fixed price?
Yes. Follow the pricing in your agreement. For hourly work, show hours and rates. For work priced by area, show the measured quantity and price per unit. For a fixed price, enter a quantity of 1 and describe the work covered by that charge.
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Can I attach a timesheet or quantity breakdown?
Yes. Attach an existing PDF or a supported image file in Docelf, up to 5 MB per attachment. Reference the record in your invoice so the hiring contractor knows which work it supports.
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Does Docelf handle contractor approval of the invoice?
Docelf can show when an emailed invoice was delivered and opened. That is not approval of the work or charges. Follow the hiring contractor’s process for reviewing and approving the invoice.
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What should I do when a payment application is required?
Use the form and supporting records required by the hiring contractor or your agreement. A general invoice may not replace that payment application. Check the required submission process before sending.
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Can I duplicate an invoice for the next work period?
Yes. A duplicated Docelf invoice becomes a new draft with a new number. Update the work period, completed quantities, prices, and due date. Remove any work already billed before sending the new invoice.
Ready to Submit Your Subcontractor Invoice?
Help the hiring contractor connect your payment request to the work you delivered.
- Add the subcontract and project references
- Check the work and quantities being billed
- Email the invoice to the billing contact
